Concur Travel & Expense

Concur Travel &

ExpenseTraining

Financial Services

August 2021

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Concur Overview

PRESENTATION SUB-TITLE

Other Information as Necessary

11/15/2017

Concur Training Agenda

• How to Login and Navigate

• User Profile Setup

• Travel & Expense Process

• Completing a Travel Request (Travel

Authorization)

• Making Travel Reservation

• Completing an Expense Report (Travel

Claim)

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What is Concur? Concur Travel and Expense (CT&E) system is a comprehensive

web based tool that integrates travel request and expense reporting with a complete travel

booking solution.



11/15/2017

Concur Overview

• Concur has 3 Modules:

Request – Replaces the Travel Authorization form and is required to obtain pre-

approval of your travel prior to making any travel reservations.

Travel– Concur Travel should be used to book airfare and make rental car and hotel

reservations through the University’s travel management company (TMC),

Christopherson Business Travel (CBT) either by using the online booking tool or

booking directly with a CBT agent.

Expense– Replaces the Travel Claim form and is required to request reimbursement

for out-of-pocket expenses, and to reconcile any university prepaid transactions

including US Bank State Travel Card transactions.

What is Concur? Mobile App



11/15/2017

Concur Overview

• Concur (CT&E) also offers the Concur Mobile App to manage your

expenses and business travel on your mobile device and/or tablet.

1. Download the Concur application on a

phone by going to the App Store

2. Login to Concur using the traveler’s

@csum.edu email and click Next.

3. Continue logging in via Single Sign on.

Key Benefits


11/15/2017

Concur Overview

• Web-based, 24/7 online booking

• Integrated authorization and booking

• Transparent view of travel request and expense, and approval status

• Facilitates receipt capture and documentation

• Minimize out-of-pocket expenses for airfare when booking through

Concur Travel and using the US Bank Travel Card for other travel

related business expenses.

• Overall, delivering a simpler, better traveler experience

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User Roles



11/15/2017

Concur Overview

• Traveler – faculty/staff on official business travel

• Approver – for Request (Pre-Trip Authorization) and Expense Report (Travel Claim)

• automatically assigned but can be altered with proper delegation from the Administrator

• 1st Approval Level - HR “Reports-to”

• 2nd Approval Level – Cost Object Approver based on CFS Delegation of Authority

• can be delegated to another approver in case of absence/days off from work

• Delegate – Can prepare, review and in some cases, approve “Request” and “Expense” on

behalf of a user but cannot submit

• Travel Assistant/Arranger – Can book travel on behalf of traveler

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Corporate Travel Credit Cards



11/15/2017

Concur Overview

• Individual Travel Card – new card program for University travelers

• For official business travel expenses only

• Booking and reservations for hotel, transportation, etc.

• Paying for hotel and other allowable travel related expenses

• All business related expense should go onto this card to help

reduce out-of-pocket expenses.

• Eligibility – must travel at least 3x a year

• Ghost Card – Campus corporate card linked to Concur.

• Pays for airfare or rail tickets booked in Concur via Christopher

Business Travel (CBT).

• Eliminates the out-of-pocket expense for airfare or rail ticket costs.

Notes:

Individual and Ghost Cards

charges are both paid by the

Campus.

Corporate travel card transactions

will upload to the traveler’s

Concur account for travelers to

attach them to an Expense

Report.

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How to Access Concur …



11/15/2017

Concur Overview

• Eligible employees are already setup to use Concur. If you are

not able to access Concur, please contact the University Concur

Coordinator or AP Travel @ [email protected]

• To access Concur, go to the following link:

https://www.csum.edu/fiscal-services/concur.html and

click Concur Login or

click this link: https://ds.calstate.edu/?svc=concur&org=csum

• Prior to using Concur, you should review and complete your

User Profile. Setting up your profile is important so that all the

information in Concur is current and accurate, and required

fields are populated.

Concur Login

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mailto:[email protected]

https://www.csum.edu/fiscal-services/travel

https://ds.calstate.edu/?svc=concur&org=csum

Concur Homepage


Concur Overview

Quick Task Bar – Provides direct access to start a New

Travel Request, Available Expenses, Open Reports

(Expense Reports), and other Concur features.

Alerts – Displays informational alerts about Travel

features.

My Tasks – Displays a dashboard for your Open

Requests, Available Expenses, Open Reports (Expense

Reports) and Required Approvals.

Available Expenses – US Bank Travel Ghost Card

Transaction will load under Available Expenses, along

with any travel itineraries loaded from TripIt or Concur

Travel, and or e-receipts loaded from a Concur

participating vendor.

Quick Task Bar

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Concur Homepage


Concur Overview

Trip Search – Once your request is

approved, you can book your travel

here or gather estimates for your

Travel Request. You may also use the

Travel tab.

Company Notes – Important

information provided by the CSU,

Concur, Cal Maritime Accounts

Payable and Christopherson Business

Travel Contact information.

My Trips – Upcoming trips are listed.

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Personal Information


User Profile

At the top right-hand corner of the My Concur homepage, click Profile > Profile Settings.

Under Profile Options, click Personal Information.

Fill in any information that states “Required” and any optional

information you would like to include. Please note: Required

will always show, even when field is populated.

Name - Make sure your name is

identical to the name on your

photo identification if using

Concur Travel to book airfare as

the name in the system will be

the name provided on your

ticket.

Contact Information - A work or

home phone number is required.

Email Addresses-

Your email address has been

provided by HR. You can add

additional email addresses.

You will want to verify your email

address to be able to forward

travel plans

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Profile Options


User Profile

Your information

Personal Information (required fields)

Company Information

Contact Information

Travel Settings

Frequent Travel Programs

Request Settings

Request Delegates

Expense Settings

Expense Delegates

Personal Car

Other Settings

E-receipt Activation

Concur Mobile Registration

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Request/Expense Settings


User Profile

The following categories can be found in both

Request Settings and Expense Settings.

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Delegate Permission


User ProfileDelegate – an employee who is allowed to perform work on behalf of

another employee. Delegate Permissions are only for Request and

Expense. You will also need to add this delegate as an Assistant/Travel

Arranger to allow them to book travel via Concur.

Traveler Permissions:

Prepare Travel Requests and Expenses Reports

View Receipt Images

Receive a copy of Email Notifications (No approval emails)

Approver Permissions: Approvers will have additional approval

permissions to assign to a delegate.

Approve Travel Requests and Expenses Reports without date

constraints

Approve Temporarily (beginning/end date required)

Preview Travel Request/Expense Report for Approver prior to Approval

Receive a copy of Approval Email Notifications

Traveler Permission

Approver Permission

This permission can only be assigned to an employee already set up as an approver.

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Assistants/Travel Arrangers


User Profile

Primary Travel Assistant vs. Travel

Arranger –A Travel Arranger can

perform travel functions such as book

travel on a traveler’s behalf whereas a

Primary Travel Assistant can also

receive confirmation emails from CBT

(Christopherson Business Travel)

regarding the travel as well as update

profile information.

In order to make someone a Travel

Assistant/Arranger, you must also make

them a delegate for Travel

Request/Expense.

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11/15/2017

Travel Process

• Request: Step I – Complete Travel Request (Travel Authorization)

• Travel: Step 2 – Book Travel once Travel Request is Approved

• Expense: Step 3 – Complete and submit Travel Expense Report

(Travel Claim) within 60 days from Travel End Date.

• This is required in order to request for out-of-pocket expenses.

• Even if no reimbursement is due to Traveler, the Expense Report is

required to reconcile US Bank Travel Card transactions.

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Travel Request

1. To create a new Travel Request, on the Concur

Homepage Menu, click on Requests >

+ Create New Request

2. Request Header : Fill out all of the required fields

marked with a red asterix.

2. Once the page is filled out, click “Create”

The Request/Trip Name : Should be the

conference name, destination or required set up

by the campus department

Trip Type : In State, Out-of-State, International

Travel Start & End Date : Business Travel

Dates

Traveler Type : Faculty or Staff

Trip Purpose : Select from drop-down list

If Faculty, is Class Covered? : Yes, No, NA

Personal Dates of Travel : Enter Personal Date

of Travel, NA—if none

Destination City, State and Country

Are you Travelling to a Banned State? : Yes,

Banned States will be listed, otherwise NO

Are you Travelling with Students : Yes, No, NA

Chartfield: BU, Fund & DeptID : defaults to

traveler’s Deptid and Fund Code

– Request Header

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Travel Request

1. To create a Travel Request on behalf of

another user, under Profile [Acting as other

user], click the radio button “Act on behalf

of another user”

2. Search the traveler’s name, then click Start

Session

Note: The upper right hand corner of the screen

will show that you are [Acting as Traveler’s Name]

3. Continue and refer to previous page to

create the Request Header

– Request Header – Travel Assistant/Arranger

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– Adding Estimated Expenses

Travel Request

After completing the Request Header page and clicking

Create, the Expected Expenses page opens.

1. To add any of your anticipated expenses, click

“Add” button.

2. From the drop-down list, select

the applicable expense type.

Clicking an expense type opens the

expected expense details page for the selected expense.

Notes:

You can provide estimates for all

Expense Types including airfaire,

car rental, meals, parking,

registration, mileage, etc.

To add any additional expenses

not listed in the “Add” drop-down

list, click on “Other Expense.”

Enter in the total cost of the

expense, an provide a brief

explanation of the cost in the

comment section.

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Travel Request

3. For Hotel Reservation, complete the fields,

and then click Save.

For Airfare, the dates will populate and

move over from the Request Header. Fill in

all required fields and optional fields if you

like and click Save.

Enter Maximum Nightly Rate that you anticipate your

hotel room will be. If your hotel total is above $275

before tax, you will need to attach the Authorization for

Exception to Travel form to your Expense Report.

Please have the form approved prior to booking your

hotel stay to ensure full reimbursement.

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– Adding Estimated ExpensesTravel Request

4. Traveler can provide estimates for the following additional

expense types:

01. Travel Expenses 02. Personal Car Mileage

04a. Meals & Incidentals –International, Alaska & Hawaii

04b. Meals -Domestic

Incidentals Meals

03. Transportation 05. Hospitality 09. Other 10. Team/Group

Car Rental Other Expense Entry Fees

Ground Transportation Registration / Fees

Other Accommodation (Group only)

Parking Tolls Team/Group Meals

Railway Ticket

Click on each expense type you want

to add.

Not all Expense Types are available in

the request module. In this case, you

can enter an estimated amount under

Other Expense and then claim the

actual expenses on your Expense

Report to have the requested amount

closer to the actual expenses.

After clicking on the Expense Type

and entering the required and optional

information if needed, you can then

Allocate (if needed) and Save.

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Travel Request

Add additional expenses to your

request. Once each expense is

saved, it will appear on the left

hand side.

If you need to attach a document,

click on Attachments > Attach

Documents

Attachments will not carry over to your Expense Reports

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- Submission

Travel Request

After completing the Request

Header and providing Expected

Expenses, you can submit your

request by clicking Submit

Request.

Additional Features/Options:

Print/Share – PDF version of the Travel

Request will pop up and you can make

your selection.

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- Submission – Travel Arranger/Assistant

Travel Request

After completing the Request Header and providing Expected

Expenses, Travel Assistant/Arranger must hit Notify Employee.

Travel Assistant/Arranger cannot submit a completed Travel Request on

behalf of another Employee.

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- Submission – Travel Arranger/Assistant

Travel Request

Sample email notification send

to the Traveler

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Once everything is completed, click

[Done acting for Others]

- Submission -Travel Request

Cancel Request – you will NOT be

able to delete a request once it has

been approved. However, you can

Cancel, Close/Inactivate Request at

anytime.

Recall Request - You can also recall

the request once you submit as long

as it hasn’t been approved.

Additional Features/Options:

Audit Trail – shows all actions of the

Travel Request including comments

added, approvals, etc.

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- Approval Workflow



11/15/2017

Travel Request

All travel Requests and Expense Reports will go through an automated

workflow process.

The “Reports-To” Approver is your direct report provided by HR.

The Budget Approver, also known as Cost Object Approver, is based

on CFS Delegation of Authority for DeptID and Fund combination.

Additional approvals may be required for Travel Request depending on

Travel Type, e.g. International Travel or travel to Banned States.

Designated approvers can add additional approvers to the workflow to

any particular Travel Request and/or Expense Report.

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Request Approval Workflow Chart


11/15/2017

Travel Request

Note:

Each workflow step can be supported by a

preparation or approval Delegate assigned by

the User.

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-> Travel Claim



11/15/2017

Expense Report

All CSU-related travel for faculty and staff MUST have an approved Travel Request before an expense report can be submitted.

Submission Due Date: All Travel Expense Report/Claim must be submitted within 60 days of the end of a trip. Please note that Approved Requests will automatically close 60 days after the travel end date.

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-> Travel Claim (con’t)



11/15/2017

Expense Report

Checklist: To ensure there are no delays in processing

your Concur Expense Report, make sure to:

• Link Approved Concur Request

• add all meals, incidental, lodging, airfare, mileage and

miscellaneous expense (eligible and actuals only)

• itemize lodging and airfare expenses (if applicable)

• review and validate chartfield strings to charge

• provide required back up documentation such as

receipts and justification memos (if necessary)

• submit Expense Report within the prescribed timeline

• monitor and ensure Expense Report is approved

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-> Travel Claim Report HeaderExpense Report – Travel Claim

1. The next step is to add all your

travel expenses. From the SAP

Concur Home page, click on the

Requests tab. Select the approved

Travel Request to link to your

Expense Report.

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2. Click Create Expense Report and

your Travel Request will automatically

link to a new Expense Report.

-> Travel Claim Report HeaderExpense Report – Travel Claim

3. Once a Travel Request is linked, all

the header information will move

over and populate the required

fields. Review and ensure all

information in the Report Header

are complete and accurate. If an

update is made, click Save.

Otherwise, go back or click

Cancel.

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– Adding Expenses

Expense Report

4. The next step is to add all your travel expenses. The Expense Types include:

01. Travel Expenses 02. Personal Car Mileage 03. Transportation 04a. Meals & Incidentals –International, Alaska & Hawaii

04b. Meals - Domestic

Hotel/LodgingHotel/Lodging TaxIncidentals

Personal Car MileagePersonal Car Mileage Reduction

AirfareAirline FeesCar RentalCar Rental FuelGround TransportationParking TollsRail

International, Alaska & Hawaii Per Diem

Breakfast – DomesticDinner – DomesticLunch - Domestic

05. Hospitality 06. Office Expenses 07. Communications 08. Fees 09. Other 10. Team/Group

Hospitality Postage / FreightPrinting/Photocopying/Stationery

Internet/Telephone/FaxMobile/Cellular Phone (International only)

Booking FeesPassports/Visa Fees*Transaction Fees*(*International only)

MembershipsNewspaper/Magazine/BooksOther ExpensePersonal/Non-ReimbursableRegistration/Fees

Entry FeesOther Accommodation (Group only)Pre-SeasonTeam/Group Meals

Within each Expense Type, you can choose to Itemize, Allocate and Attach Receipt

Hotel Expense Type requires Itemization

Must add a Personal Car in your User Profile in order to add Personal Car Mileage Expense type

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– Adding Expenses



11/15/2017

Expense Report

Each Expense Type will have their own set of required fields and

configuration.

CSU and campus specific audit rules are integrated in the system.

When adding an expense that is out policy or requires a certain action,

an exception may trigger.

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– Adding Expenses


Expense Report

4a. To add an expense :

Click on Add Expense Choose the Expense Type Fill in information Click Save Expense

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– Adding Expenses


Expense Report

Example: Adding Hotel Expense

Usually Check

out Date

Don’t forget to attach

receipt/statement.

For International Travel

– Check Travel

Allowance box

1. Details Tab

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– Adding Expenses


4. Save Itemization after completing the

room rate & tax information.

Expense Report

Example: Adding Hotel Expense

For Hotel/Lodging, enter

Room Rate, and Room

Tax and Save

Itemizations.

2. Itemizations Tab - Click

Create Itemizations

3. Select Expense Type

from the Dropdown list

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– Adding Expenses



11/15/2017

Expense Report

All Expense Types require a Payment Type. The Payment Type will

default to Out of Pocket, unless it is a US Bank State Travel Card

transaction in which it will default to CSU-US Bank.

Out of Pocket –all expenses incurred out of your own pocket.

For example: personal credit card, cash, etc.

Travel Ghost & Individual State Travel Card (CSU- US Bank)

Travel paid by US Bank State Travel Card

All US Bank Travel Ghost Card transactions (Airfare booked

via Concur Travel) will be uploaded to Available Expenses

once posted. From there, you can add the transaction to your

Expense Report.

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– Adding Expenses



11/15/2017

Expense Report

To add Travel card expenses to an open expense report, select the

expenses to apply.

Travel card transactions can also be added from the following

screens:

Credit Card Charges Page (Expense >View Transactions)

Available Expenses (Expense>Manage Expenses)

Quick Task Bar (Available Expenses)

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- Attaching Receipts/Attachments



11/15/2017

Expense Report

There are several ways to attach a receipt:

Take a picture via Concur Mobile App.

Scan, save and upload from your computer.

Scan and email to [email protected].

Attaching a receipt to an individual transaction:

Select the expense type transaction, then click the Attach Receipt

button on the bottom right hand corner.

Browse, locate, and upload the image from your files.

Choose an image from your Available Receipts.

To add an attachment, other than a receipt, you will need to use

the Attach Receipt option.

To add an attachment, other than a receipt, you will need to use the

Attach Receipt option.

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Expense Approval Workflow Chart



11/15/2017

Expense Report

Note:

Each workflow step can be

supported by a preparation or

approval Delegate assigned by

the User.

CFS - AAP for Processing

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- Allocation



11/15/2017

Expense Report

All expenses will be charged to the chartfield indicated on your Expense Report Header unless

allocated. We recommend to allocate at the end after entering all your expenses by clicking on

>Allocate.

You can either allocate by Percentage or Amount.

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- Submission


Expense Report

To submit the Expense Report, on the Expense Report page, click the Submit Report

button. All red exception flags must be cleared before the report can be submitted.

Yellow flags are considered warnings, but will not stop the submittal process.

- Delegates cannot submit reports.

- If you are a Delegate, click Notify Employee

To see who is approving your reports or to see where your

report is in the workflow, open the Expense Report, click Report Details > Audit Trail.

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- Submission


Expense Report

If there are any issues with your Expense Report, your report will be sent back

along with a comment. Once complete, please resubmit your Expense Report

so it can go through the approval workflow again.

Once your Travel Expense Report is fully approved, you will receive an email

notification from Concur that your Expense Report is Approved and Sent for

Payment. Then, your reimbursement (if applicable) will be on its way either

check by mail, or Direct Deposit.

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Concur Travel & Expense

Documents

Transcript of Concur Travel & Expense